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AlephPro

Serials EDI Invoicing

The first step in the EDI invoicing process is testing the file to see if all of the orders are matching properly. This is done by downloading the invoice file and running it in Report.
  1. Vendor emails notification to staff that an invoice file is ready to load
  2. Staff pick up the invoice file from the vendor's FTP site
    • Ebsco:Use WS-FTP and download using ASCII format
    • Harrassowitz:
    • Swets:
  3. Staff opens the Aleph Staff menu using Firefox
  4. Staff identifies themselves as an authenticated user
  5. Upload the EDI file to the ufu50/in/edi_incoming directory
  6. Open the ACQuisitions client in the Reporting region
  7. Run the edi-09 service to ???
  8. Verify that the service has ended in the Tasks module
  9. Run the edi-10 service in the ACQuisitions module
  10. Check the online reporting region to verify that the XML has been produced and the EDI file has been proccessed.

    This is done by selecting View/Download and view the ufu50/edi directory

The Next step is to view the Invoice and check to make sure all of the Orders are linking properly. This is easily done by opening the invoice and making sure that each line item has an order number. If a line item does not have an order number:
  1. Make a list of the line items that did not match
  2. Open the ACQuisitons module in the production region
  3. Open the XML file on the Aleph Staff Menu
  4. Using the information in the XML file find the record in Aleph
  5. Open the Order record and check the Vendor Reference field on Tab 2
  6. Replace information in this field with the number that is embedded in the line item in the XML file
Once all of the line items have been matched the EDI invoice is ready to run in Production.
  1. Staff opens the Aleph Staff menu using Firefox
  2. Staff identifies themselves as an authenticated user
  3. Upload the EDI file to the ufu50/in/edi_incoming directory
  4. Open the ACQuisitions client in the Production region
  5. Run the edi-09 service to ???
  6. Verify that the service has ended in the Tasks module
  7. Run the edi-10 service in the ACQuisitions module
  8. Check the online reporting region to verify that the XML has been produced and the EDI file has been proccessed.

    This is done by selecting View/Download and view the ufu50/edi directory

  9. Open the general invoice(s) created
  10. On tab 2 of the general invoice make the following changes
    • Insert SMATHERS into the Approval Dep. if it is not already there
    • Insert the Vendor's name into the Approval Number field
      • Harrassowitz: Harr
      Swets: Swets
      Ebsco: Ebsco
View the Invoice(s) created to make sure that all of the line items have matched properly and that the budgets are present for every line item. The paying unit will review the invoice to fix any budgets that are not present.

Indexed:Serials EDI Invoicing

Prepared by:Jason Fleming

Updated: 02/13/06

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